Shared Drives, Box, Google, etc.

Microsoft OneDrive

office.cloud.oregonstate.edu

Sign into your Office365 account with username@oregonstate.edu and your ONID password

OneDrive vs. Sharepoint

Recommended use of OneDrive

Use as a shared drive, primarily for individual use.
University IT recommends the use of Microsoft products, as these are considered the most secure. UIT will be committed to the Microsoft universe for the next 15 years.
To set up OneDrive as your personal drive, contact CN Service Desk

Benefits of OneDrive

Integration with all the other centrally provided Microsoft Office365 products: Word, Excel, Powerpoint, Teams, Outlook, OneNote, SharePoint

Drawbacks of OneDrive

When staff leave the university, their content can be lost; this can be avoided by using SharePoint

Microsoft SharePoint

Recommended use of SharePoint

Use as a place to share files with a Microsoft Team, which can be a department, a project group, a committee, etc.
SharePoint sites are always in the background of a Microsoft Team; when you create a Team, a SharePoint site is created where documents and other assets are stored for that Team

Benefits of SharePoint

Integration with all the other centrally provided Microsoft Office365 products
Ability to share with other users within and outside of OSU
Files belong to the institution, so if an employee leaves, the content stays.

Drawbacks of SharePoint

There is a learning curve
Beginning documentation and links to further training

Google Suite for OSU

https://is.oregonstate.edu/google

Google Suite for OSU includes Google Drive which is essentially a shared network drive provided by Google as a cloud service. Always use the G Suite for Oregon State portal to login to G Suite.

Recommended use of Google Drive

Continue to use OSU Google Drive to collaborate on documents
Finished products should be stored on SharePoint, Box or the CN Shared Drives.

Benefits of Google Drive

Provides a central space for storing University information in electronic format
Backed up and supported by Google
Supports management of versions, drafts and working documents
Easy to search

Drawbacks of Google Drive

Need to log in with your ONID account
When people leave the university, their content can be lost - this can be avoided by using organizational Shared Drives

Box

Box can be used for storing personal files, coursework, and most types of research data. You can upload entire folders from your device or create new Microsoft files in the Box environment, then share your data with other Box users. As with all University-level services, sign in to Box using your ONID username and password. You will need to click the "Continue" button to access the ONID login screen and use DUO to authenticate.

Recommended use of Box

Box can be a good place to store large documents
Box is a good place to share documents inside the university, but also with external collaborators

Benefits of Box

Servers are in North America (no off-shore servers), which is required by some grants
Unlimited storage
File sizes up to 15 GB
File editing online or in the native Microsoft application
Allows for department-level file ownership in addition to individual-level ownership.

Drawbacks of Box

Collaborative editing on Box can be clunky
University IT is watching Box; if it becomes too expensive, there will be a time of transitioning away from its use. UIT is developing alternative storage; if you need to store large amounts of data, they can work with you to create a Microsoft Azure storage solution.

Wiki

The OSU Libraries Wiki is a browser-based way for staff to collaborate on documents, meeting agendas and minutes.

Recommended use of the wiki

It is a good place for information used in daily operations - handbooks, guidelines, blog posts, FAQs
It provides a good way to create agendas and meeting notes
A place to store committee materials. Using the space label "library_committees" (found under Space Admin) makes the committee link dynamically appear in the menu.
Tagging and labels can make the wiki content easier to search.

Benefits of the Wiki

Multiple users can add, remove,and edit content on each page by only using a web browser.
Users can access the wiki anywhere they have an internet connection
Wiki pages or spaces can be public or private

Drawbacks of the Wiki

There is a learning curve to using the Wiki and to take advantage of features.
Links to documents outside the wiki may require a user to log in.
Permissions to private spaces are sometimes a barrier to users accessing information.
This is yet another place to look for important library information
We can’t link directly from the wiki to the CN-Shared Drive.

The Library Shared Drive is a Community Network supported, authorized and managed shared server which provides electronic storage space for authorized users. These are the names of all the drives; you will see only the drives for which you are authorized.

[Restricted Share]

[Shared]

Benefits of the CN Shared Drive

Provides a central space for storing University information in electronic format
Backed up and supported by Community Network. Snapshots taken 3x per day, backups kept for two weeks
University information is not lost when staff members leave the library
Supports management of versions, drafts and working documents
Hierarchy of electronic folders and document titles makes it easier to retrieve information
Open only to the library staff and faculty; ability to restrict access to folders and documents. We have restricted shared drives for Promotion and Tenure and for Administration
Remote access to the CN Shares: http://is.oregonstate.edu/accounts-support/cn/mycn-remote-access

Drawbacks of the CN Shared Drive

There are many documents on the Shared Drive that are old and should be removed.
Links to documents in the Shared Drive from other services such as the wiki are not working anymore

Recommended use of the Shared Drive

This is a place to keep documents that will not change very often and/or that need to have access restricted
The restricted share is used for administrative and Promotion and Tenure documents

Library Network Shared Drive (vlib share)

We also have some shared drives that are on a library-controlled server. These drives were created for specific purposes, and are available only to users who have been granted permission.

[Library Shared$] - Graphic Design student work files

[Emerging Technologies and Services]

[UL - AUL]

[Library Admin]

[Library Acquisitions]

[Library Publications] - graphic design students, finished work reading for printing

[Assessment]

[SCARC] - transfer space?

[Oregon Explorer]

[Digital Production Unit] -- scanned material, (“Z drive”)

[Technical Services] -- ?

[Interlibrary Loan]

[Interlibrary Loan - VetMed]

[Library Publications Archives]

Drawbacks of the LIT-Owned Shared Drive

There are many documents on the vlib share that are old and should be removed.
Student graphic designers rotate through the library and need to be added and removed manually from the Library Publications and LibraryShared$ drives.

Recommended uses of LIT-Owned Shared Drives

These should only be used for specific purposes such as the need for temporary storage of files that will be transferred from one application to another.
These are "behind the scenes" drives.

Intranet

The intranet is a space on the Libraries web site that provides quick links to important documents or webpages.

Recommendation for using the Intranet

LIT plans to retire the intranet and to use the wiki to addressed the purposes the intranet previously served

Benefits of the Intranet

Provides a central space for quick links
Open only to the library staff and faculty; ability to restrict access to folders and documents

Drawbacks of the Intranet

Users must log in to their Drupal account to access the Intranet.
Links to documents outside the web page may require a user to log in.
This is yet another place to look for important library information
Information is repeated here that is available other ways